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Navigation Aids for Long Word Documents (5)

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Marking the rest of Citations Automatically

In the last article I explained that a citation can be referred in your document by a shorter name except for the first time. Hence, you can tell Word to automatically locate and mark all the rest of the citations with the shorter name once you have entered it in the 'Mark Citation' dialog box. You can also tell Word to locate each successive citation in your document so that you can mark them one by one.

To mark all citations in a document that are like the one you have selected, follow these steps:

1. Press (Alt), (Shift) and (I) keys simultaneously to open the 'Mark Citation' dialog box.

2. Select the short citation text in the 'Short Citation:' list.

3. Click the 'Mark All' button.

To locate the next citation you may want to mark, just click the 'Next Citation' button.

To give you more information, Word will locate citations by searching a text string that contains 'v.' or 'ibid.' or which is preceded by legalese such as 'in re' or 'sess'.

Selecting a Format and Creating the Table

After marking all the citations in the document, you are going to choose formatting options and then create the TOA. The procedures are as follows:

1. Place the insertion point where you want the TOA to appear and choose 'Index and Tables' from the 'Insert' menu.

2. Click the 'Table of Authorities' tab.

3. Choose a format style from the 'Formats:' list at the bottom and check how it looks in the 'Print Preview' box above. If you select the 'Form Template' format, Word will format the table using the TOA styles of the current template. Click the 'Modify' button if you want to modify these template styles.

4. Choose the 'Category' of citation you want to include in the table at the top right of the dialog box, or leave the option as 'All'.

5. Click 'OK' button to create the table.

Modifying or Updating the Table

You can select and edit or reformat individual lines in a TOA just as you can in a TOC or TOF. In addition, you can reopen the 'Index and Tables' dialog box and choose a new format or other options for the TOA.

The procedure for updating a TOA is also the same as with other automatically generated tables. You can simply click anywhere in the table and then press (F9) to update it or right-click the mouse inside the table and choose 'Update Field' from the shortcut menu displayed.

Moreover, you may notice that when making changes for the TOA in the 'Index and Tables' dialog box and clicking 'OK' to apply them, you are asked if you want to replace the selected table category. If your table contains more than one category, for example, Cases, Statutes and Constitutional Provisions, Word only modifies one of them at a time. To modify a particular category in the table, click in the category before you open the 'Index and Tables' dialog box.

Next time I will explain how to create an Index.

(Notice: Due to the printing error in the last issue, the appearance of the Show/Hide button should be () instead of (?) in step 6 of using the 'Mark Citation' dialog box to mark citations in a document.)

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(Email address: 'Daniel_KC_To@police.gov.hk')